Quick Tip |> Increase Your Productivity <| Get your EMAIL Organized!

13 replies
Hey Warriors,

If anyone is having issues keeping their stuff straight in the email department here are some quick tips to help get you more organized and increase productivity.

(for those who may not know how to make this symbol---> | (simply hold the shift button and and press the \ backslash key.))

1. When sending correspondence relating to projects Stay organized.
Try Keeping the "Subject" specific and to the point... For instance if
you are working with your Graphics Designer and you send an email try
something like this:

GRAPHICS | Blog Design
GRAPHICS | Header Design
AFFILIATES | Shopping Cart Setup
WEBSITE | Script Install
AUTORESPONDER | Samples

instead of stuff like this..

-Checking on the Graphic for the blog design
-Are you done with the header design yet?
-Where are we at with the Affiliate shopping cart Set up
-Hey man...checking on the website
- I need those autoresponder email samples quick.

which ones can you quickly pick out
and make Immediate sense of?

you can even add the date- GRAPHICS| Blog Design| 11-01-08

  • By doing this you will begin to notice a pleasant difference in your ability to find those old emails.
  • Navigation of your inbox...specific to the important things will become much more organized and efficient. You productivity will increase.
2. Use LABELS! Now that you have you improved your ability to navigate
your inbox more effectively...how do you keep up with all the people
sending you the same thing? This is important if you are managing
multiple projects.

If you are using Google, the Label Section is on the Left of your InBox.
Go to the bottom of the "Labels" Box and edit/add labels. Now...the
same thing applies here as I pointed out above..Keep them Specific and
Short.

Labels are wonderful especially after you have like 3,000 old emails in
your database. Sure, you can 'Search Mail" but chances are you have
not been properly Labeling your "Subject lines" which means you still will
never find that old email. As soon as you get an email...if it is not
"Trash" go up to the "Drop Down" right at the top of your Inbox,
pick the appropriate label and attach it


l Here are some everyday labels that virtually
everyone should have set up.
  • PURCHASES / Expenses (Every time you buy something and get your payment verification ...apply this label. Now it is organized and in one spot
  • MEMBERSHIPS
  • ACCOUNTS - Everytime you forget a password and have a new one emailed to you...attach this label to it...or change it...but you get the idea.
  • EXPENSES - Provides "Quick Reference" for all those electronic receipts
Of course you will add more as they pertain to your business. Do not
go over board though!!! If you start creating labels for everything you
will quickly defeat the purpose of getting organized.

I deal with a lot of people and talk about a
lot of very important things. It can get real crazy Real Fast. So it is
CRUCIAL that everything is Organized.

Now...lets look at my Email
Inbox with My New Formatted Subject Lines and the Addition of a
label..and for Illustrative purposes lets assume that I am working with
JV Partners who all need the same thing and I am corrdinating with
several project team members. What I do, and recommend you do the
same is Create a Label for Each "NAME" of who's project you are
working on. ..IE - Allen Say's

Subject ----------------> Label-------------> First line of email displayed

GRAPHICS | Blog Design-------> Allen Say---------> .....................
GRAPHICS | Header Design ------> Michael Cheney----> ...................
AFFILIATES | Shopping Cart Setup----> Michael Cheney---->.................
WEBSITE | Script Install---------------- > Callen -------------> .....................
AUTORESPONDER | Samples----------------> Allen Says----------> .................



So now when you look at your Inbox, your "Quick Glance View" is substantially better and it is 10x faster to find things. Here is the best Part. Now, When you are trying to find something ...just go to the "Labels" section and Click on "Allen Say" or EXPENSES etc you will be able to quickly locate vital information.

Better yet, the more you get into this method...you will be better able to use the "Search" function for your Inbox.

Now. As you begin this process...You will begin to see A DRAMATIC
DIFFERENCE.
Another thing that you will notice through these easy to implement email management tips... is that, all the "Offers" that don't make the spam box...will Pop out at you even more! Which means, you do not waste time looking at stuff that you don;t have time to look at.

Final Note...Lets say you are working with someone in which you Are and Affiliate as well as a service provider of some sort. ONLY LABEL THE EMAILS THAT PERTAIN TO THE SERVICE PIECE...and not all of the Autoreposes of the Product itself...Make a new label for the Product

In other Words...Lets Say that you signed up for someones affiliate program, we will use "Allen Say's" again in which you will be receiving templated sales copy...and you have been contracted to do something like graphics. Only Label the emails that are specific to Your Services with the label of "Allen Says". Keep all of the promotional emails under a different label 'Warrior Forum"

Take some time and set some of this up in your InBox, get in the habbit of Creating the Right Subject Lines and using labels...and you will have a smile on your face in less than 30 days

Sean
#|increased #email #email management #management #overnight #productivity #quick #tip #transformation
  • Profile picture of the author Lynn Stivers
    Hi Sean,

    I use Gmail so I know about the labels - I've got
    a bunch of them and they really do help.

    I never thought of formatting my email subjects like
    you describe but I can see where something like that
    would be a lot easier to work with - I'm going to try it.

    Thanks!


    Lynn
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    • Profile picture of the author Sean A McAlister
      Originally Posted by Lynn Stivers View Post

      Hi Sean,

      I use Gmail so I know about the labels - I've got
      a bunch of them and they really do help.

      I never thought of formatting my email subjects like
      you describe but I can see where something like that
      would be a lot easier to work with - I'm going to try it.

      Thanks!


      Lynn

      Hey Lynn!

      yea... there are a lot of us that love gmail. But after recently working with an offline client, I was surprised to discover how many people are not fully utilizing productivity features...so i thought this might be helpful for those who haven't been able to put it together yet.

      Let me know how the subject lines techniques work for you

      take care
      sean
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  • Profile picture of the author John Piteo
    Good tips Sean, my email system is wild, unruly and totally out of control. I need to try some of your methods.

    John
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    • Profile picture of the author Sean A McAlister
      Originally Posted by John Piteo View Post

      Good tips Sean, my email system is wild, unruly and totally out of control. I need to try some of your methods.

      John
      Yea man...I was going crazy (Like total craziness for 6-7 years:confused ...then had enough.
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      • Profile picture of the author Greg Cooksley
        Hey Sean,

        Now where were you with this advice when I first started out?

        Thanks for posting...

        This should be Organisation 101 for every newbie....

        Regards

        Greg
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  • Profile picture of the author Chris Lockwood
    Does Gmail not search the body of the emails like Outlook does? I'm able to find everything without using any special subject line format.
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  • Profile picture of the author Chris_Willow
    Nice tip there.

    I'm using outlook and lately i've started flagging the messages. Video related stuff red flag, newsletters green flag etc etc.

    And of course keep your emails organised with folders.

    Chris
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  • Profile picture of the author TheRichJerksNet
    I use the email client that comes with Mac.. Pulls the email frommy servers, everything is color coded, sorted, and simple to manage.. Best part of all since I use the mail clienton my harddrive all emails are already on my harddrive.. So I have instant backup of emails.. As for copies on my server, they are deleted once a week automatically.

    Great tips in your post though for those that do not use a mail client on their harddrive..

    James
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    • Profile picture of the author Sean A McAlister
      Originally Posted by TheRichJerksNet View Post

      I use the email client that comes with Mac.. Pulls the email frommy servers, everything is color coded, sorted, and simple to manage.. Best part of all since I use the mail clienton my harddrive all emails are already on my harddrive.. So I have instant backup of emails.. As for copies on my server, they are deleted once a week automatically.

      Great tips in your post though for those that do not use a mail client on their harddrive..

      James
      ...always wondered about the Mac...I can honestly say that I never used a Mac. thanks for the info!!!

      Sean
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      • Profile picture of the author Alminc
        Great tips Sean, thank you. I am using Outlook and
        I try to organise my mail with subfolders, email rules
        and flagging. I intend to use gmail more in the future
        and your tips came just in time.
        Signature
        No links :)
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  • Profile picture of the author graphicsgenie
    Originally Posted by The IM Reporter View Post

    Hey Warriors,

    If anyone is having issues keeping their stuff straight in the email department here are some quick tips to help get you more organized and increase productivity.

    (for those who may not know how to make this symbol---> | (simply hold the shift button and and press the backslash key.))

    1. When sending correspondence relating to projects Stay organized.
    Try Keeping the "Subject" specific and to the point... For instance if
    you are working with your Graphics Designer and you send an email try
    something like this:

    GRAPHICS | Blog Design
    GRAPHICS | Header Design
    AFFILIATES | Shopping Cart Setup
    WEBSITE | Script Install
    AUTORESPONDER | Samples

    instead of stuff like this..

    -Checking on the Graphic for the blog design
    -Are you done with the header design yet?
    -Where are we at with the Affiliate shopping cart Set up
    -Hey man...checking on the website
    - I need those autoresponder email samples quick.

    which ones can you quickly pick out
    and make Immediate sense of?

    you can even add the date- GRAPHICS| Blog Design| 11-01-08

    • By doing this you will begin to notice a pleasant difference in your ability to find those old emails.
    • Navigation of your inbox...specific to the important things will become much more organized and efficient. You productivity will increase.
    2. Use LABELS! Now that you have you improved your ability to navigate
    your inbox more effectively...how do you keep up with all the people
    sending you the same thing? This is important if you are managing
    multiple projects.

    If you are using Google, the Label Section is on the Left of your InBox.
    Go to the bottom of the "Labels" Box and edit/add labels. Now...the
    same thing applies here as I pointed out above..Keep them Specific and
    Short.

    Labels are wonderful especially after you have like 3,000 old emails in
    your database. Sure, you can 'Search Mail" but chances are you have
    not been properly Labeling your "Subject lines" which means you still will
    never find that old email. As soon as you get an email...if it is not
    "Trash" go up to the "Drop Down" right at the top of your Inbox,
    pick the appropriate label and attach it


    l Here are some everyday labels that virtually
    everyone should have set up.
    • PURCHASES / Expenses (Every time you buy something and get your payment verification ...apply this label. Now it is organized and in one spot
    • MEMBERSHIPS
    • ACCOUNTS - Everytime you forget a password and have a new one emailed to you...attach this label to it...or change it...but you get the idea.
    • EXPENSES - Provides "Quick Reference" for all those electronic receipts
    Of course you will add more as they pertain to your business. Do not
    go over board though!!! If you start creating labels for everything you
    will quickly defeat the purpose of getting organized.

    I deal with a lot of people and talk about a
    lot of very important things. It can get real crazy Real Fast. So it is
    CRUCIAL that everything is Organized.

    Now...lets look at my Email
    Inbox with My New Formatted Subject Lines and the Addition of a
    label..and for Illustrative purposes lets assume that I am working with
    JV Partners who all need the same thing and I am corrdinating with
    several project team members. What I do, and recommend you do the
    same is Create a Label for Each "NAME" of who's project you are
    working on. ..IE - Allen Say's

    Subject ----------------> Label-------------> First line of email displayed

    GRAPHICS | Blog Design-------> Allen Say---------> .....................
    GRAPHICS | Header Design ------> Michael Cheney----> ...................
    AFFILIATES | Shopping Cart Setup----> Michael Cheney---->.................
    WEBSITE | Script Install---------------- > Callen -------------> .....................
    AUTORESPONDER | Samples----------------> Allen Says----------> .................



    So now when you look at your Inbox, your "Quick Glance View" is substantially better and it is 10x faster to find things. Here is the best Part. Now, When you are trying to find something ...just go to the "Labels" section and Click on "Allen Say" or EXPENSES etc you will be able to quickly locate vital information.

    Better yet, the more you get into this method...you will be better able to use the "Search" function for your Inbox.

    Now. As you begin this process...You will begin to see A DRAMATIC
    DIFFERENCE.
    Another thing that you will notice through these easy to implement email management tips... is that, all the "Offers" that don't make the spam box...will Pop out at you even more! Which means, you do not waste time looking at stuff that you don;t have time to look at.

    Final Note...Lets say you are working with someone in which you Are and Affiliate as well as a service provider of some sort. ONLY LABEL THE EMAILS THAT PERTAIN TO THE SERVICE PIECE...and not all of the Autoreposes of the Product itself...Make a new label for the Product

    In other Words...Lets Say that you signed up for someones affiliate program, we will use "Allen Say's" again in which you will be receiving templated sales copy...and you have been contracted to do something like graphics. Only Label the emails that are specific to Your Services with the label of "Allen Says". Keep all of the promotional emails under a different label 'Warrior Forum"

    Take some time and set some of this up in your InBox, get in the habbit of Creating the Right Subject Lines and using labels...and you will have a smile on your face in less than 30 days

    Sean
    Sean, just make sure you send it to the right person, ;o)

    It was quite an optimized email though

    Darren
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    • Profile picture of the author Sean A McAlister
      Originally Posted by graphicsgenie View Post

      Sean, just make sure you send it to the right person, ;o)

      It was quite an optimized email though

      Darren


      lol...............

      good to see you
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  • Profile picture of the author CashMap
    Sean -

    Great post..... it's no secret that people are suffering from e-mail overload and being bit by the "Email Monster". The worst part is that we have found that people do not even realize their negative dependency upon e-mail. So many wasted hours that could be put toward generating revenue or spending quality time with family and other loved ones.

    Brad
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